If your organisation has many users with access to Sysarb — typically through Involve or Pay Management — keeping user access up to date manually can quickly become unmanageable. Every hire, role change, or departure requires a manual update in Sysarb, and the risk of access being incorrect or outdated grows with the size of your organisation.

To solve this, Sysarb supports automated user and role provisioning based on the open standard SCIM (System for Cross-domain Identity Management). With SCIM, your Identity Provider (IdP) — such as Microsoft Entra, Okta, or Google Workspace — becomes the single source of truth for who has access to Sysarb and with which role. Changes in your IdP are automatically reflected in Sysarb, without any manual intervention.

Sysarb's SCIM implementation follows the SCIM 2.0 protocol (RFC 7643 / RFC 7644) and is compatible with any SCIM 2.0-compliant IdP.

For organisations with few users or infrequent access changes, manual user management may still be the simpler option — see create a user, create extended roles, and link or disable a manager.

This guide covers three SCIM scenarios. The right scenario depends on your IdP setup and your organisation's technical capability.

Note: This guide is intended for both HR/business and IT/IAM resources. HR defines the role mapping and access logic; IT handles the technical configuration in the IdP. For full technical specifications — including API endpoints, attribute schemas, and request/response formats — see the SCIM API Technical Reference.

Extended SCIM: User and role provisioning (automated mapping) is the recommended target state — it requires more initial setup effort but the least ongoing administration once in place.

SCIM: User provisioning only is suited for organisations that need automated user lifecycle management but are not ready to delegate role assignment to the IdP. If this applies to your situation, contact your Sysarb customer success contact to discuss setup.

Before starting the setup in Sysarb, make sure the following is in place:

Note: It is your IdP — not your HRIS — that needs to support SCIM and push users and roles to Sysarb. The two data flows must be consistent: email addresses and org unit identifiers must match between your HRIS import and your IdP setup, otherwise users may not be correctly connected to their employee records.

Additional prerequisite for Extended SCIM only:

SCIM groups in your IdP must be configured with the following structured attributes, using the SCIM Enterprise Group Extension schema:

SCIM group names in the IdP are flexible — Sysarb reads the structured attributes, not the name.

Tip: Configuring the SCIM group structure requires input from two separate functions. HR defines the business logic — which roles should exist in Sysarb and who should hold them in which part of the organisation. IT / IAM then translates this into a SCIM group structure the IdP can implement and Sysarb can consume. Complete and document the HR decision before involving IT. Contact your Sysarb customer success contact if you need help thinking through the mapping.

The steps below cover SCIM: User and role provisioning (manual mapping) and Extended SCIM: User and role provisioning (automated mapping). If your organisation is setting up SCIM: User provisioning only, contact your Sysarb customer success contact — that scenario is handled on a case-by-case basis and is not covered here.

Setup is done in Sysarb under Settings → System → User provisioning (SCIM).

Before proceeding, confirm that all prerequisites are in place. See the Prerequisites section above for details.

If any of these are not yet in place, complete them before continuing.

Under Settings → System → Role access, you can toggle access on or off per role. By default, all roles have access enabled. Once SCIM is activated, any employee with an assigned role will be able to log in to Sysarb.

If you want to verify that role provisioning is correct before users gain access, disable the relevant roles here before activating SCIM. Re-enable them once you have confirmed the setup is as expected.

Available roles in Sysarb include: Employee, Manager, Section manager, HR Business Partner, Operational administrator, Read-only, and Union. For a full overview of what each role can access, see Roles — who can do what.

This step involves both HR and IT. If you followed the preparation recommended in the Tip above, HR has already defined the role mapping and IT can now implement it. If that groundwork has not been done, do it before proceeding — IT cannot configure the SCIM group structure without knowing the intended role mapping.

Work with your IT-support or IAM responsible to configure your IdP to send user and SCIM group data to Sysarb based on the agreed role mapping.

What Sysarb requires from your IdP:

Share the following details from Sysarb with the person configuring your IdP (see Step 4).

In Sysarb, navigate to Settings → System → User provisioning (SCIM) and copy the following:

Your IT/IAM resource enters these details into your IdP to establish the connection. The API key is used as a Bearer token for authentication.

Important: User provisioning becomes active as soon as the API key is accepted by the IdP and the IdP begins pushing data — users will be created, updated, or deactivated in Sysarb from this point. Role provisioning is a separate step: SCIM group data is received and stored, but role assignments are not applied until you explicitly activate role provisioning in Step 6. The Employee role is not assigned via role provisioning; it is assigned automatically the first time a user logs in, provided the user is linked to an employee record.

Note on unlinked users: If a user is provisioned by the IdP before a matching employee record exists in Sysarb (based on email address), the user is created in an unlinked state. Sysarb will attempt to link the user to the corresponding employee record in a scheduled recurring job. Ensure employee records in Sysarb have email addresses populated before activating SCIM.

Once the IdP is configured and SCIM groups are being pushed to Sysarb, navigate to Settings → System → User provisioning (SCIM). A table will appear listing all provisioned SCIM groups with columns for Group ID, Group name, Users, Role, and Organisation. (TBD: column name "Users" to be confirmed — UI update pending)

Manual mapping: Assign Role and Organisation manually to each SCIM group using the dropdown menus in the table. You can assign SCIM groups one by one, or select multiple SCIM groups using the checkboxes and use the bulk action bar at the bottom (Edit role / Edit organisation) to assign the same value to several SCIM groups at once. You can search and filter by Group ID, Group name, Role, or Organisation to navigate large lists.

Click on the user count in any row to see a read-only list of users in that SCIM group. Where a user has been linked to an employee record, their position title is also shown.

Automated mapping: Role and Organisation are assigned automatically based on the role and unitNumber attributes in the SCIM group. Rows where data has been provided by the SCIM solution are read-only. Rows where data has not yet been provided can be edited manually.

Note: If a SCIM group's unitNumber does not match any organisation node in Sysarb, or if the role value does not match a valid Sysarb role, the IdP will receive an error and no user or role update from that call will be saved. Review your SCIM group attributes if you see provisioning errors.

All SCIM groups that are intended for role assignment must have a role and organisation assigned before activation. Groups used only for user provisioning (e.g. an all-users group) do not need to be assigned a role and can be left unmapped. A banner at the bottom of the page will confirm when all relevant SCIM groups are ready and prompt you to activate.

When all SCIM groups have been assigned a role and organisation, click Activate role provisioning. A confirmation dialog will appear:

Activating role provisioning will do the following: 1. Remove all existing roles in Sysarb — all roles will now be managed via user & role provisioning. 2. Create the assigned roles for the groups and users. 3. All employees will be given access to Sysarb unless you have blocked access for specific roles.

⚠️ If you have existing users in Sysarb, activating role provisioning will remove all current role assignments. Work through this guide carefully and ensure your role setup is complete and verified before activating. Your customer success contact will coordinate any necessary access re-assignment before activation.

⚠️ Make sure you have at least assigned role and organisation to your administrators before activating, to avoid locking yourself out.

Check the confirmation box and click Activate role provisioning to proceed. The status indicators at the top of the page will update to show Active user provisioning and Active role provisioning.

Note: Once SCIM is active, user management tasks (create, update, delete) are locked in the Sysarb UI and must be managed via the IdP.

Once SCIM is active, here is how common HR events are handled:

Note on org structure changes: All org structure changes require pre-testing. A changed parent node in particular carries risk — consult your Sysarb contact before making structural changes if you are unsure of the impact.

Note on timing: Employee data (org, role) is updated via the HRIS import on a schedule. If a SCIM event and an import are not aligned in timing, there may be a brief delay before changes are fully reflected. Consider this when planning onboarding or role changes.

All-or-nothing role provisioning. When role provisioning is activated, all existing role assignments are removed and replaced by roles derived from SCIM group data. It is not possible to have SCIM manage some roles while others are managed manually within the same tenant.

Manager and Deputy Manager roles. SCIM cannot differentiate between Manager and Deputy Manager when multiple people are assigned to the same SCIM group. If more than one person is in a SCIM group mapped to the Manager role, all members will be treated as Deputy Managers. As a result, SCIM is not recommended for customers using Pay Management who rely on the Deputy Manager role. If this applies to your organisation, contact your Sysarb customer success contact before proceeding.

Reverting from Extended SCIM (automated mapping) to manual mapping. Reverting requires manual re-assignment of role and organisation for all SCIM groups in Sysarb. Contact Sysarb support if you need to do this.

Once active, the SCIM page displays a table of all provisioned SCIM groups with their assigned roles and organisations, and a counter showing assigned roles vs. total (e.g. 14/14).

From the menu (⋮) in the top right you can access:

Reach Sysarb at [email protected] or directly in the interface. If you are in an active implementation, your customer success contact is also available to help.